Site Expense Management

Summary

This video demonstrates how a system can effectively manage supervisor expenses on construction sites. It outlines the process of allocating cash advances to supervisors, recording expenses, and the approval workflow for expense claims. Supervisors can easily log their expenses, and admins can review and approve them in real-time. The system ensures transparency by providing an expense ledger and detailed reports, helping both supervisors and admins maintain accurate financial tracking across multiple projects. The process is streamlined for efficiency, allowing better control over project budgets and resource allocation.

Takeaways

• 😀 Supervisors receive advances for project expenses, which are tracked through the system.
• 😀 Supervisors can log their expenses by selecting the 'IPA' and 'site expense' options in the app.
• 😀 Expenses can be detailed by adding information like the amount, description (e.g., cement purchase), cost code, and supporting documents (photos or bills).
• 😀 Admins are notified of pending expenses and must approve them before they are finalized.
• 😀 Once expenses are approved, the remaining balance for the supervisor is updated automatically.
• 😀 The admin has the ability to view and track the supervisor's total balance and individual expenses by project.
• 😀 Detailed expense reports can be downloaded or viewed in the report section for further analysis.
• 😀 The supervisor's ledger is visible to both the supervisor and the admin for transparency and tracking.
• 😀 If a supervisor spends money on multiple projects, all expenses are recorded and can be tracked across projects.
• 😀 The system helps maintain an organized record of supervisor expenses, reducing errors and ensuring accountability.
• 😀 This process ensures the supervisor's expenses are systematically managed with approval workflows in place for control.

Q & A

What is the purpose of giving advances to supervisors in the project?

Advances are given to supervisors to cover various project expenses. These funds are used for managing day-to-day project costs, and they help ensure that supervisors can pay for necessary materials and services on-site without delay.

How are expenses tracked after a supervisor receives an advance?

After receiving an advance, the supervisor logs each expense into the application. This includes details like the amount, purpose (e.g., cement purchase), and optional attachments like photos or bills to support the transaction.

What happens when a supervisor logs an expense in the system?

Once an expense is logged, it enters a 'pending' state and is not deducted from the supervisor's balance until the admin approves it. The admin will be notified and can review the expense before approval.

How does the admin approve supervisor expenses?

The admin reviews each logged expense from the supervisor, ensuring it is legitimate. Once approved, the expense is added to the supervisor's expense ledger, and the corresponding amount is deducted from their available funds.

What is the role of the supervisor in managing expenses?

The supervisor is responsible for tracking and logging all project-related expenses, ensuring that each cost is recorded accurately. They must also submit receipts or photos of the items purchased for verification purposes.

How does the supervisor know the status of their logged expenses?

Supervisors can view the status of their expenses in the application. If an expense is pending approval, it will show as 'pending.' Once the admin approves the expense, the supervisor's available balance is updated accordingly.

How is the supervisor's remaining balance calculated?

The remaining balance for the supervisor is calculated by subtracting approved expenses from the original advance amount. If the supervisor has spent ₹2,000 from a ₹50,000 advance, their remaining balance will be ₹48,000.

Can the admin download a report of the supervisor's expenses?

Yes, the admin can download a detailed report or ledger of the supervisor’s expenses from the system. This report includes all transactions, allowing the admin to track and analyze the supervisor's spending history.

What information can the admin see in the supervisor’s ledger?

The admin can view the supervisor's received advance, each individual expense logged, the project it was associated with, and the current remaining balance. This helps the admin ensure the supervisor is within the allotted budget for each project.

Why is it important for the system to track supervisor expenses in this manner?

Tracking supervisor expenses through a clear and transparent system ensures accountability, reduces errors, and prevents misuse of funds. It provides both supervisors and admins with real-time updates and an accurate record of financial transactions.